Device Procurement Processes at Culverhouse
Please take a moment to review the procedures related to purchasing technology in the College. These procedures have been discussed within our College leadership meetings, detailed in one-on-one department head meetings, and shared with department budget managers.
Purchasing Technology:
In short, all technology purchases should be made through the Culverhouse Technology Group. A quick rule of thumb would be that if the item is related to technology and possesses a serial number, the purchase should be made by the Technology Group. If you are uncertain, please contact us. If you would like assistance with purchasing items that do not possess a serial number (for example, cables), we’re also happy to assist you.
The College has standardized on Dell Optiplex desktops, Latitude laptops, and Precision mobile and desktop workstation class computers. Dell holds a contract with The University of Alabama and has provided us with competitive pricing and services.
While Apple devices are not forbidden, they are somewhat discouraged. There are several reasons for our desire to move away from the Apple platform. First, the optics of having faculty and staff using Apple products while urging students to avoid them are problematic. Secondly, their integration into our enterprise provides some challenges. Finally, there are compatibility issues with certain types of software in use at the college.
Technology Procurement Workflow:
The procurement workflow is as follows:
- Employee Requests a new system
- Technology works with employee to build quote
- Employee Approves Quote
- Employee’s Department Head or Budget Manager approves quote
- Technology Group orders, receives, configures, updates inventory, and deploys.
- Technology Group will perform ongoing and annual inventory management tasks, track lifecycle, notify departments of upcoming purchases and plan for surplus or extended use.
Background & Detailed Information:
Several years ago, the Dean’s Office asked the Technology Group to develop a plan for purchasing, management, and inventory control for the college. The initial concern was to bring about standardization, improve technical support, relieve departments of the purchasing and management burden, and realize cost savings. Cost savings could be achieved through bulk purchases, consolidation of computing devices, and better timing.
With the pandemic, the College also realized the value of having a mobile workforce. While a number of our faculty and staff had laptops, we found that many did not. This caused additional burdens for our college and complicated the situation since sourcing products was extremely difficult.
In recent years, we have come under other pressures from UA Auditors and UA OIT Cyber Security. Those pressures have driven home the necessity of managing both the inventory and technical aspects of our resources.
Finally, our Leadership Team met and discussed the necessity of moving our students to a Windows-only environment. Shortly after that meeting, our college published a statement that explained that only the Windows environment is compatible with the software and systems within use at the College of Business. It also explicitly states that Linux, Apple OS X, iOS, Chrome, and Android devices are not compatible.
With all of this in mind, a procedure was drafted and approved by Dean Palan. The procedure brings the responsibility for technology purchasing, inventory control, and lifecycle management under the Technology Group and has some other impacts on this area
- The College has standardized on Dell Optiplex desktops, Latitude laptops, and Precision mobile and desktop workstation class computers. Dell holds a contract with The University of Alabama and has provided us with competitive pricing and services.
- In order to meet our goal of having an agile workforce, mobile computing devices are prioritized over fixed desktops and workstations.
- Systems approved by the Technology Group may receive up to $1,300 in subsidy
- Inventory and life cycle is managed by Technology Group.
- Moving systems from one user to another is permitted, but Tech Group must be notified.
- New systems are purchased with an extended warranty and we expect a 5 to 6 year life cycle
- The Technology Group has committed to subsidizing up to 100 computers each year
- Departments, Centers, and other areas should consult the Technology Group when planning purchases that include specialized hardware and software, quantities of computers, and other non-standard requests.